PreSort Letters Basics

1. PreSort Letters Basics Business Letter Services

2. Introduction The PreSort Letters service offers reduced prices to those customers who can apply barcodes to their articles, sort them into a particular order, place them into appropriately labelled trays, complete documentation prior to posting at a designated postal outlet and comply with relevant mailing conditions. • In this module This module introduces you to PreSort Letters and provides an overview of Australia Post’s requirements for PreSort Letters preparation, sorting and lodgement. Learning outcomes • At the end of this module you will be able to: • list the features and benefits of PreSort Letters • identify Australia Post’s requirements for PreSort Letters • locate current pricing information for PreSort Letters

3. PreSort Letters at a glance • What is PreSort Letters? PreSort Letters is an Australia Post service for the delivery of large volumes of barcoded articles to addresses within Australia. Businesses can use PreSort Letters for: • direct mail campaigns • the delivery of invoices and statements • invitations to events • almost any mailing requirement. • Barcoding enables benefits and opportunities including data accuracy and cleanliness, and more intelligent and accurate record matching. This can deliver more cost effective database management.

4. Domestic Registered Post offers you: • a unique identification number for every article • proof of posting when lodged at the post office counter • signature obtained on delivery • extra cover of up to $100 is included Additional services for Domestic letters: • delivery Confirmation – within Australia and International • Person-to-Person Delivery • additional Insurance up to $5,000 PreSort Letters at a glance • Features and benefits • With PreSort Letters you can: • lodge bulk mailings of 300 or more barcoded articles • lodge unbarcoded articles can with the barcoded articles • access lower prices by sorting your articles • access an Off Peak delivery service (taking up to an additional 3 days for delivery) at lower prices for non time-critical mail • exercise the option to arrange your own transport to interconnect with Australia Post’s letter service network at designated facilities • use the Charity Mail and the Registered Post service in conjunction with the PreSort Letters service • maximise the space available for creative artwork • track and segment results of mailings due to information contained in the barcode • access private box addresses • access the Redirection service Charity Mail is an Australia Post service for the delivery of barcoded small PreSort Letters articles from income tax exempt charities. All mailings must meet the conditions of PreSort Letters to access Charity Mail rates. For more information see Charity Mail course

5. PreSort Letters at a glance For details, please discuss with your lodgement point or Account Manager, or the PreSort Letters Coordination Team on 13 11 18 • What qualifies for PreSort Letters? • To qualify: • the minimum quantity is 300 barcoded articles per lodgement • the maximum weight for articles is 500g • each lodgement must consist of articles within the same size and weight category and delivery standard. Aggregated lodgements • Articles within a lodgement may originate from more than one organisation, providing: • there is a minimum of 10,000 articles within the same size, weight and price category • articles in the lodgement are for the same delivery standard (ie; all regular or all off peak) • articles in the lodgement belong to the same category (ie; all with or without Charity Mail) • payment is made by postage meter or an approved alternative reconciliation process.

6. PreSort Letters at a glance • Application Requirements • You need to apply to use the PreSort Letters before you make your first lodgement so that lodgement facilities can be nominated. The Application for Lodgement of PreSort Letters is available at Australia Post outlets. • Applications are to be sent to the address at the bottom of the form. • On approval, you can commence lodging your PreSort Letters at the approved Australia Post outlet.

7. PreSort Letters at a glance • More information • More detailed information is available in the PreSort Letters Fact Sheet and PreSort Letters service guide. • Prices for PreSort Letters can be found in the Post Charges booklet and at the Australia Post website (auspost.com.au). • These guides are also available at any Australia Post outlet.

8. PreSort Letters basics • PreSort Letters requirements • Overview To qualify for PreSort Letters prices, you need to meet Australia Post’s bulk mail requirements in the following areas: • size, weight and type • barcodes and correct addressing • sorting • minimum volumes • documentation Each requirement is covered on the following pages.

9. PreSort Letters basics • PreSort Letters requirements • Size, weight and type requirements PreSort Letters is available for Small, Small Plus, Medium and Large size categories. PreSort Letters articles can weigh up to 500gms. All articles in a lodgement must be the same size and weight category. • PreSort Letters articles can be either envelopes, or postcards. Plastic wrapping is acceptable for Small and Small Plus articles (lodged in Direct Trays only). • Articles in the Small and Small Plus size category must be oblong.†

10. PreSort Letters basics • PreSort Letters requirements • Correct addressing requirements and barcodes You need to pay particular attention to correct addressing and barcoding. Detailed information on the 4-state barcodes can be found in the PreSort Letters Preparation module, and the Advanced: Barocding module • Articles need the addressed side to be printed with: the Postage Paid Imprint (unless a postage meter is used)  the return address, preferred here or on the back  a barcode, and a delivery address that observes correct addressing conditions  the Off Peak Indicator (if the Off Peak delivery service is selected).

11. PreSort Letters basics • PreSort Letters requirements • AMAS Certified barcode software • Australia Post certifies barcode software through its Address Matching Approval System (AMAS) program. The certified software contains a copy of Australia Post’s Postal Address File (PAF). A list of the companies that have developed AMAS approved software, and been granted a licence to supply address-matching and correction software can be located at www.auspost.com.au/amas • The PAF is one of the most comprehensive address reference databases in Australia. It contains Australian addresses in a correct address format, along with their corresponding DPIDs (Delivery Point Identifiers). Each DPID is a randomly generated, unique 8-digit number, which is associated with an address.

12. PreSort Letters basics • PreSort Letters requirements • Barcodes and correct addressing requirements • Australia Post certifies barcode software providers through its Address Matching Approval System (AMAS). • It is a condition of the service that current AMAS certified software is used to match •  delivery addresses in a PreSort lodgement to •  their correct Delivery Point Identifier, (DPID) and print this on the letter as •  a correctly formatted barcode

13. PreSort Letters basics • PreSort Letters requirements • Barcodes and correct addressing requirements • Delivery Address • Any font can be used for the delivery address as long as it is clearly readable, preferably in 12 point size, and it is strongly recommended that print characters do not overlap. Whilst attributes such as italics, bolding, shadowing, or underlining are permitted, their use should be avoided. • Dark colours such as black, dark blue and dark green are preferred. Red, orange and yellow inks must not be used. 1 5 – Bottom line – Must contain the locality, the state abbreviation and the postcode.1 Australia Post requires that this line is printed in CAPITALS. Leave one or two spaces only between the locality, the state abbreviation and the postcode. 1. Any application for variations or additions to this format should be submitted for approval prior to lodgement 3 – Additional address information such as business or person’s name, must be placed above the last two lines of the address and not below, alongside or within these two lines. 1 – Address lines (excluding barcode placement) must be aligned left. 4 – Second last line – Must contain the number and name of the street or thoroughfare or PO box or bag number 2 – Barcode. See PreSort Letters Preparation for barcode requirements 2 3 4 5

14. PreSort Letters basics • PreSort Letters requirements • Adding logos, advertising and other printing • In order to access the PreSort Letters service, articles must follow the requirements for clear zones: •  Barcode and delivery address clear zones are areas on the article that must not contain either an Australia Post barcode or a delivery address, but can contain logos, advertising or other printing. • The barcode clear zone must be kept clear of all printing – see PreSort Letters Preparation module for more information. There are no restrictions on the article colour provided the background against which the barcode is printed meets minimum requirements. But this doesn’t limit creativity, it actually gives you more creative freedom. With barcoding, the envelope is your canvas. By taking advantage of barcoding, you can bring your creative ideas to life and benefit from maximum postage savings.

15. PreSort Letters basics • PreSort Letters requirements • Sort requirements • You have the choice to sort articles into three sort categories. Regardless of the category, all articles must be placed into correctly labelled Australia Post letter trays. Both trays and labels can be supplied by Australia Post. • The three sort categories are:

16. PreSort Letters basics • PreSort Letters requirements • Lodgement Documents You need to provide the correct documentation when lodging PreSort Letters articles, as follows: • PreSort Letters Lodgement document, or • Metered Lodgement Document (if a postage meter has been used) For mailings over 2,000 articles, • a PreSort Letters Manifest, which details the number of articles for each sort plan, is required.

17. ‘Off Peak’ provides you with the option to use a less expensive service that allows Australia Post to deliver articles up to an additional three business days beyond Regular Delivery. PreSort Letters basics • PreSort Letters requirements • Delivery standards • PreSort Letters are delivered Monday to Friday with letters and other mail. The delivery standards for regular mail are as follows (in business days). • PreSort Letters also offers the alternative of Off Peak delivery for non-time critical mail. • These timetables are guidelines only and based on reasonable expectations and experience. Australia Post will not be liable for any loss or damage (including but not limited to consequential loss) resulting from a failure to deliver in accordance with these timetables.

18. PreSort Letters basics PreSort Letters requirements Other considerations How can I be sure an article is acceptable? Australia Post staff inspect each lodgementto ensure that it satisfies correct addressing conditions, and that barcodes are valid. If you are concerned that your articles may not satisfy all service requirements you can request a preliminary test prior to lodgement: bqp.help@auspost.com.au Australia Post Business Letter Services GPO Box 1777 MELBOURNE VIC 3001

19. PreSort Letters basics • PreSort Letters requirements • What will it cost? • Prices for PreSort Letters articles vary by size and weight category, the sort category, the destination state and the delivery standard. Prices are available in the PreSort Letters service guide, the Post Charges Guide (MS11) and the Australia Post website (auspost.com.au). • Articles attract Same State prices when lodged within the same state as the delivery address (as defined in the Barcode Sort Plan). • For charging purposes, the ACT is considered to be part of NSW, and South Australia does not include Northern Territory. • Australia Post provides a variety of payment options. For details, please discuss with your lodgement point or Account Manager, or the PreSort Letters Coordination Team on 13 11 18. • Note: If you want to pay using an Australia Post charge account you will need to lodge at the office at which you hold the account. Otherwise you will need to arrange with your account manager or Australia Post credit management for your account to be made available at the selected lodgement office.

20. PreSort Letters basics • Summary • The key points covered were: • There must be at least 300 barcoded articles •  PreSort Letters is available for Small, Small Plus, Medium and Large size category articles •  Articles can be plastic wrapped (conditions apply) •  Correct addressing conditions may apply •  AMAS certified software must be used to print the correctly formatted barcode •  You have the choice to sort articles to three sort categories: Direct Trays, Residue and Unbarcoded Trays •  As well as regular mail delivery PreSort Letters offers an Off Peak delivery option •  A PreSort Letter Service Application form must be completed before your first lodgement •  Registered Post may be used with the PreSort Letters service •  Prices can be located in the Post Charges booklet (8833665) and the Australia Post website: auspost.com.au

21. Assessment You now need to complete a short assessment to check your understanding of the information covered in this module. This assessment consists of 10 multiple-choice questions and should take you approximately 10 minutes to complete. To pass the assessment, you need to answer at least eight of these questions correctly. Attempt this assessment as many times as you need to. If you do not pass, it is recommended that you review this module again.

22. Assessment • Yes, as long as they have been correctly sorted • Yes, as long as there are at least 300 barcoded letters • No, this service is for barcoded letters only • Yes, if they are plastic wrapped 1 Can unbarcoded letters be lodged with barcoded PreSort Letters? Correct answer = B Unbarcoded letters can be lodged with barcoded PreSort Letters as long as there are at least 300 barcoded letters.

23. Assessment Sharon needs to achieve the lowest costs for her mailing of PreSort Letters to meet budget. It is not an urgent item. What service could she use? • Regular delivery service • Registered Mail • Off Peak delivery service 2 Correct answer = C The option ofOff Peak delivery service for non time-critical mail takes up to an additional 3 days for delivery, but offers lower prices .

24. Assessment • Regular delivery service • Registered Post service • Off Peak delivery service 3 What supplementary service can be used in conjunction with PreSort Letters? Correct answer = B The Registered Post service can be used in conjunction with the PreSort Letters service.

25. Assessment Jane is sending a copy of her catalogue to each of her customers. It is Small Plus, and wrapped in plastic. Can she send it as PreSort Letters? • Yes, so long as there are 300 barcoded letters in Direct trays • No, plastic is not permitted in PreSort Letters • Yes, so long as she has barcodes in the address • No a catalogue is not a letter 4 Correct answer = A Small Plus can she sent as plastic wrapped PreSort Letters so long as there are 300 barcoded letters in Direct trays.

26. Assessment Steve is opening a camera shop. He has 200 invitations that he wants to post. Could Steve lodge these as PreSort Letters? • Yes • No 5 Correct answer = B The minimum lodgement for PreSort Letters is 300 items.

27. Assessment The animal welfare charity wants to invite donors to a function by sending an invitation in the shape of a cat with a long wavy tail. Is this a good design for PreSort Letters? • Yes, because it would catch donor’s eye • No, because some people don’t like cats • No, because odd shaped articles are not permitted in the PreSort Letters service • Yes, because Impact Mail items can be virtually any shape 6 Correct answer = C Odd shaped articles are not permitted in the PreSort Letters service

28. Assessment • PreSort Letters service guide • PreSort Letters service guide and Australia Post website (auspost.com.au) • PreSort Letters service guide, Australia Post website (auspost.com.au) and Post Charges Guide (MS11) 7 Where can you find the correct prices for PreSort Letters? Correct answer = C You can find prices in the PreSort Letters service guide, Australia Post website (auspost.com.au) and Post Charges Guide (MS11).

29. Assessment • Yes • No 8 Can you lodge 300 medium letters in the PreSort Letters service? Correct answer = A Medium size articles are acceptable in the PreSort Letters service.

30. Assessment True or false? Customers need to complete a PreSort Letters Manifest when they lodge more than 2,000 articles… • True • False 9 Correct answer = A Customers need to complete a PreSort Letters Manifest when they lodge more than 2,000 articles.

31. Assessment Grant wants to lodge 11,000 PreSort letters Articles. What documentation will he need to supply?. • PreSort Letters Lodgement document • PreSort Letters Lodgement document and PreSort Letters Manifest • His passport and licence • No documentation is required - the Post Office will do all that 10 Correct answer = B Grant needs to supply an PreSort Letters Lodgement Document and an PreSort Letters Manifest, as there are more than 10,000 articles.